Single Audit Report For the Year Ended June 30, 2011 Office of the State Auditor Beth A. Wood, CPA State Auditor State of North Carolina
STATE OF NORTH CAROLINA SINGLE AUDIT REPORT 2 0 1 1 OFFICE OF THE STATE AUDITOR BETH A. WOOD, CPA STATE AUDITOR
TABLE OF CONTENTS TRANSMITTAL...1 AUDITOR S SECTION Report on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance With Government Auditing Standards...5 Report on Compliance With Requirements That Could Have a Direct and Material Effect on Each Major Program and on Internal Control Over Compliance in Accordance With OMB Circular A-133...7 Schedule of Findings and Questioned Costs...13 AUDITEE S SECTION Schedule of Expenditures of Federal Awards...189 Summary...190 Detail...201 By State Agency...271 Notes to the Schedule of Expenditures of Federal Awards...357 Summary Schedule of Prior Audit Findings...361 Corrective Action Plan...411 Ordering Information...445
North Carolina Office of the State Auditor Our Mission and Our Commitment The Office of the State Auditor protects the interests of taxpayers and others who provide financial resources to the State of North Carolina. Specifically, we provide objective information to interested parties about whether economic resources are properly accounted for, reported and managed; as well as whether publically-funded programs are achieving desired results. The Office of the State Auditor s mission is accomplished by conducting thorough audits and investigations. These audits and investigations are performed by highly competent and professional staff and result in useful and practical recommendations to improve services provided by North Carolina state government. This office will always strive for the highest standards in professional conduct, independence and integrity as we pursue our mission. If we find financial management deficiencies, we will report them without apology because our ultimate responsibility is to the citizens and taxpayers of North Carolina. Beth A. Wood, CPA State Auditor
Office of the State Auditor Beth A. Wood, CPA State Auditor 2 S. Salisbury Street 20601 Mail Service Center Raleigh, NC 27699-0601 Telephone: (919) 807-7500 Fax: (919) 807-7647 Internet http://www.ncauditor.net March 26, 2011 The Honorable Beverly E. Perdue, Governor The General Assembly of North Carolina We are pleased to submit the Single Audit Report for the State of North Carolina for the fiscal year ended June 30, 2011. The audit was conducted in accordance with standards contained in Government Auditing Standards issued by the Comptroller General of the United States, the requirements of the Single Audit Act Amendments of 1996, and the provisions of the Office of Management and Budget Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations. This Single Audit Report reflects federal awards of $24.7 billion. This report includes significant deficiencies and material weaknesses in internal control relating to major federal programs and instances of noncompliance, including several that we believe constitute material noncompliance, that meet the criteria of OMB Circular A-133. The North Carolina Comprehensive Annual Financial Report for the fiscal year ended June 30, 2011 has been issued in a separate report by the Office of the State Controller. In accordance with Government Auditing Standards, we are issuing our report on our consideration of the State of North Carolina s internal control over financial reporting and our tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements that have an effect on the financial statements. The deficiencies in internal control and instances of noncompliance arising from our audit that are required to be reported by Governmental Auditing Standards or the Single Audit Act and OMB Circular A-133 are described in the Schedule of Findings and Questioned Costs. We wish to acknowledge the assistance of the North Carolina Office of the State Controller and the cooperation of other state agencies, community colleges, and universities in the preparation of this report. Respectfully submitted, Beth A. Wood, CPA State Auditor 1
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AUDITOR S SECTION 3
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Office of the State Auditor Beth A. Wood, CPA State Auditor 2 S. Salisbury Street 20601 Mail Service Center Raleigh, NC 27699-0601 Telephone: (919) 807-7500 Fax: (919) 807-7647 Internet http://www.ncauditor.net REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS The Honorable Beverly E. Perdue, Governor The General Assembly of North Carolina We have audited the financial statements of the governmental activities, the business-type activities, the aggregate discretely presented component units, each major fund, and the aggregate remaining fund information of the State of North Carolina as of and for the year ended June 30, 2011 (not presented herein), which collectively comprise the State s basic financial statements, and have issued our report thereon dated December 8, 2011. Our report includes a reference to other auditors. As discussed in Note 23 to the financial statements, the State of North Carolina implemented Governmental Accounting Standards Board Statement No. 54, Fund Balance Reporting and Governmental Fund Type Definitions, and Statement No. 59, Financial Instruments Omnibus, during the year ended June 30, 2011. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Other auditors audited the financial statements of the North Carolina State Lottery Fund, the North Carolina Turnpike Authority, the North Carolina Housing Finance Agency, the State Education Assistance Authority, the University of North Carolina System University of North Carolina Health Care System Rex Healthcare, the Supplemental Retirement Income Plan of North Carolina, and the cash basis claims and benefits of the North Carolina State Health Plan, as described in our report on the State of North Carolina s financial statements. This report does not include the results of the other auditors testing of internal control over financial reporting or compliance and other matters that are reported on separately by those auditors. The financial statements of the University of North Carolina System University of North Carolina Health Care System Rex Healthcare and the Supplemental Retirement Income Plan of North Carolina were not audited in accordance with Government Auditing Standards. As of the date of our report on the financial statements of the State of North Carolina, the financial statements of the State Education Assistance Authority were not audited in accordance with Government Auditing Standards; however, subsequent to that date, an audit in accordance with Government Auditing Standards was completed. Internal Control Over Financial Reporting In planning and performing our audit, we considered the State of North Carolina s internal control over financial reporting as a basis for designing our auditing procedures for the purpose of expressing our opinion on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the State s internal control over financial 5
reporting. Accordingly, we do not express an opinion on the effectiveness of the State s internal control over financial reporting. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control such that there is a reasonable possibility that a material misstatement of the entity s financial statements will not be prevented, or detected and corrected on a timely basis. Our consideration of internal control over financial reporting was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control over financial reporting that might be deficiencies, significant deficiencies or material weaknesses. We did not identify any deficiencies in internal control over financial reporting that we consider to be material weaknesses, as defined above. However, we identified certain deficiencies in internal control over financial reporting, described in findings 11-FS-1 and 11-FS-2 in Section II, Financial Statement Findings, of the accompanying Schedule of Findings and Questioned Costs, that we consider to be significant deficiencies in internal control over financial reporting. A significant deficiency is a control deficiency, or combination of deficiencies in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance. Compliance and Other Matters As part of obtaining reasonable assurance about whether the State of North Carolina s financial statements are free of material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. The State of North Carolina s responses to the findings identified in our audit are described in Section II, Financial Statement Findings, of the accompanying Schedule of Findings and Questioned Costs. We did not audit the State s responses and, accordingly, we express no opinion on them. This report is intended solely for the information and use of the Governor, the General Assembly, the State Controller, management and staff of organizations within the State of North Carolina reporting entity, and federal awarding agencies and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties. Beth A. Wood, CPA State Auditor December 8, 2011 6
Office of the State Auditor Beth A. Wood, CPA State Auditor 2 S. Salisbury Street 20601 Mail Service Center Raleigh, NC 27699-0601 Telephone: (919) 807-7500 Fax: (919) 807-7647 Internet http://www.ncauditor.net REPORT ON COMPLIANCE WITH REQUIREMENTS THAT COULD HAVE A DIRECT AND MATERIAL EFFECT ON EACH MAJOR PROGRAM AND ON INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULAR A-133 The Honorable Beverly E. Perdue, Governor The General Assembly of North Carolina Compliance We have audited the State of North Carolina s compliance with the types of compliance requirements described in the OMB Circular A-133 Compliance Supplement that could have a direct and material effect on each of the State of North Carolina s major federal programs for the year ended June 30, 2011. The State of North Carolina s major federal programs are identified in the summary of auditor s results section of the accompanying schedule of findings and questioned costs. Compliance with the requirements of laws, regulations, contracts, and grants applicable to each of its major federal programs is the responsibility of the State of North Carolina s management. Our responsibility is to express an opinion on the State of North Carolina s compliance based on our audit. The State of North Carolina arranges with local government social services agencies to perform the intake function to determine eligibility for the following major programs: Medicaid Cluster, Temporary Assistance for Needy Families Cluster, Special Supplemental Nutrition Program for Women, Infants and Children, Low-Income Home Energy Assistance, Adoption Assistance, and the Children s Health Insurance Program. We designated these programs to be audited as major programs at certain local governments by their local government auditors. The results of these audits were furnished to us, and our opinion, insofar as it relates to the intake function for these programs, is based on the other auditors results. The State of North Carolina s financial reporting entity includes the operations of the State Education Assistance Authority and the North Carolina Housing Finance Agency. These agencies reported $3.21 billion and $233 million, respectively, in federal awards which are not included in the Schedule of Expenditures of Federal Awards during the year ended June 30, 2011. Our audit, described below, did not include the operations of the State Education Assistance Authority and the North Carolina Housing Finance Agency because these agencies engaged other auditors to perform an audit in accordance with OMB Circular A-133. We conducted our audit of compliance in accordance with auditing standards generally accepted in the United States of America; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; and OMB Circular A-133, Audits of States, Local Governments, and Non- Profit Organizations. Those standards and OMB Circular A-133 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on a 7
major federal program occurred. An audit includes examining, on a test basis, evidence about the State of North Carolina s compliance with those requirements and performing such other procedures as we considered necessary in the circumstances. We believe that our audit and the reports of the other auditors provide a reasonable basis for our opinion. Our audit does not provide a legal determination of the State of North Carolina s compliance with those requirements. As described in Section III, Federal Award Findings and Questioned Costs, in the accompanying Schedule of Findings and Questioned Costs, the State of North Carolina did not comply with several compliance requirements that are applicable to several of its major federal programs, as follows: Finding Number Type of Compliance Requirement CFDA Major Federal Program 11-SA-7 Special Tests and Provisions 10.557 Special Supplemental Nutrition Program for Women, Infants, and Children 11-SA-11 Subrecipient Monitoring 14.228 Community Development Block Grants/State's Program and Non-Entitlement Grants in Hawaii 11-SA-15 Subrecipient Monitoring 14.255 ARRA - Community Development Block Grants/State's Program and Non-Entitlement Grants in Hawaii (Recovery Act Funded) 11-SA-18 Subrecipient Monitoring 16.738 Edward Byrne Memorial Justice Assistance Grant Program 11-SA-22 Subrecipient Monitoring 16.803 ARRA - Recovery Act-Edward Byrne Memorial Justice Assistance Grant (JAG) Program/ Grants to States and Territories 11-SA-40 Subrecipient Monitoring 20.509 Formula Grants for Other Than Urbanized Areas 11-SA-45 Cash Management 81.042 Weatherization Assistance for Low-Income Persons 11-SA-46 Subrecipient Monitoring 81.042 Weatherization Assistance for Low-Income Persons 11-SA-67 Subrecipient Monitoring 84.287 Twenty-First Century Community Learning Centers 11-SA-84 Cash Management 84.394 ARRA - State Fiscal Stabilization Fund (SFSF)-Education State Grants, Recovery Act 11-SA-92 Special Tests and Provisions 93.268 Immunization Grants 11-SA-96 Subrecipient Monitoring 93.563 Child Support Enforcement 11-SA-97 Subrecipient Monitoring 93.563 Child Support Enforcement 11-SA-98 Special Tests and Provisions 93.563 Child Support Enforcement 11-SA-101 Subrecipient Monitoring 93.575 Child Care and Development Block Grant 11-SA-103 Subrecipient Monitoring 93.596 Child Care Mandatory and Matching Funds of the Child Care and Development Fund 11-SA-105 Subrecipient Monitoring 93.658 Foster Care-Title IV-E 8
Finding Number Type of Compliance Requirement CFDA Major Federal Program 11-SA-106 Subrecipient Monitoring 93.658 Foster Care-Title IV-E 11-SA-107 Subrecipient Monitoring 93.659 Adoption Assistance 11-SA-109 Subrecipient Monitoring 93.710 ARRA - Community Services Block Grant 11-SA-110 Special Tests and Provisions 93.710 ARRA - Community Services Block Grant 11-SA-111 Special Tests and Provisions 93.712 ARRA - Immunization 11-SA-112 Subrecipient Monitoring 93.713 ARRA - Child Care and Development Block Grant 11-SA-120 Allowable Costs/Cost Principles 93.767 Children's Health Insurance Program 11-SA-131 Subrecipient Monitoring 93.959 Block Grants for Prevention and Treatment of Substance Abuse 11-SA-132 Subrecipient Monitoring 93.959 Block Grants for Prevention and Treatment of Substance Abuse Compliance with such requirements is necessary, in our opinion, for the State of North Carolina to comply with the requirements applicable to those programs. In our opinion, based on our audit and the work of other auditors described above, except for the noncompliance described in the preceding paragraphs, the State of North Carolina complied, in all material respects, with the compliance requirements referred to above that could have a direct and material effect on each of its major federal programs for the year ended June 30, 2011. The results of our auditing procedures also disclosed other instances of noncompliance with those requirements, which are required to be reported in accordance with OMB Circular A-133 and which are described in the accompanying schedule of findings and questioned costs as items 11-SA-25, 11-SA-26, 11-SA-30, 11-SA-35, 11-SA-38, 11-SA-59, 11-SA-93, 11-SA-99, 11-SA-114, 11-SA-117, 11-SA-121, 11-SA-124, 11-SA-125, 11-SA-128, 11-SA-129, and 11-SA-134. Internal Control Over Compliance Management of the State of North Carolina is responsible for establishing and maintaining effective internal control over compliance with the requirements of laws, regulations, contracts, and grants applicable to federal programs. In planning and performing our audit, we considered the State of North Carolina s internal control over compliance with the requirements that could have a direct and material effect on a major federal program to determine the auditing procedures for the purpose of expressing our opinion on compliance and to test and report on internal control over compliance in accordance with OMB Circular A-133, but not for the purpose of expressing an opinion on the effectiveness of internal control over compliance. Accordingly, we do not express an opinion on the effectiveness of the State of North Carolina s internal control over compliance. Our consideration of internal control over compliance was for the limited purpose described in the preceding paragraph and was not designed to identify all deficiencies in the internal control over compliance that might be significant deficiencies or material weaknesses and therefore, there can be no assurance that all deficiencies, significant deficiencies, or material weaknesses have been identified. However, as discussed below, we identified certain deficiencies in internal control over compliance that we consider to be material weaknesses and other deficiencies that we consider to be significant deficiencies. 9
A deficiency in internal control over compliance exists when the design or operation of a control over compliance does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, noncompliance with a type of compliance requirement of a federal program on a timely basis. A material weakness in internal control over compliance is a deficiency, or combination of deficiencies, in internal control over compliance, such that there is a reasonable possibility that material noncompliance with a type of compliance requirement of a federal program will not be prevented, or detected and corrected, on a timely basis. We consider the deficiencies in internal control over compliance described in Section III, Federal Award Findings and Questioned Costs, of the accompanying Schedule of Findings and Questioned Costs as items 11-SA-7, 11-SA-8, 11-SA-11, 11-SA-12, 11-SA-15, 11-SA-18, 11-SA-22, 11-SA-29, 11-SA-32, 11-SA-34, 11-SA-37, 11-SA-40, 11-SA-45, 11-SA-46, 11-SA-49, 11-SA-61, 11-SA-62, 11-SA-67, 11-SA-70, 11-SA-74, 11-SA-76, 11-SA-77, 11-SA-84, 11-SA-92, 11-SA-96, 11-SA-97, 11-SA-98, 11-SA-101, 11-SA-103, 11-SA-105, 11-SA-106, 11-SA-107, 11-SA-109, 11-SA-110, 11-SA-111, 11-SA-112, 11-SA-120, 11-SA-122, 11-SA-123, 11-SA-131, and 11-SA-132, to be material weaknesses. A significant deficiency in internal control over compliance is a deficiency, or a combination of deficiencies, in internal control over compliance with a type of compliance requirement of a federal program that is less severe than a material weakness in internal control over compliance, yet important enough to merit attention by those charged with governance. We consider the deficiencies in internal control over compliance described in Section III, Federal Award Findings and Questioned Costs, of the accompanying Schedule of Findings and Questioned Costs as items 11-SA-1, 11-SA-2, 11-SA-3, 11-SA-4, 11-SA-5, 11-SA-6, 11-SA-9, 11-SA-10, 11-SA-13, 11-SA-14, 11-SA-16, 11-SA-17, 11-SA-19, 11-SA-20, 11-SA-21, 11-SA-23, 11-SA-24, 11-SA-26, 11-SA-27, 11-SA-28, 11-SA-30, 11-SA-31, 11-SA-33, 11-SA-35, 11-SA-36, 11-SA-38, 11-SA-39, 11-SA-41, 11-SA-42, 11-SA-43, 11-SA-44, 11-SA-47, 11-SA-48, 11-SA-50, 11-SA-51, 11-SA-52, 11-SA-53, 11-SA-54, 11-SA-55, 11-SA-56, 11-SA-57, 11-SA-58, 11-SA-59, 11-SA-60, 11-SA-63, 11-SA-64, 11-SA-65, 11-SA-66, 11-SA-68, 11-SA-69, 11-SA-71, 11-SA-72, 11-SA-73, 11-SA-75, 11-SA-78, 11-SA-79, 11-SA-80, 11-SA-81, 11-SA-82, 11-SA-83, 11-SA-85, 11-SA-86, 11-SA-87, 11-SA-88, 11-SA-89, 11-SA-90, 11-SA-91, 11-SA-94, 11-SA-95, 11-SA-100, 11-SA-102, 11-SA-104, 11-SA-108, 11-SA-113, 11-SA-115, 11-SA-116, 11-SA-118, 11-SA-119, 11-SA-124, 11-SA-125, 11-SA-126, 11-SA-127, 11-SA-129, 11-SA-130, 11-SA-133, 11-SA-134, 11-SA-135, and 11-SA-136, to be significant deficiencies. We noted certain deficiencies in information systems controls that were only generally described in this report. Details about these deficiencies, due to their sensitive nature, were communicated to management in separate letters pursuant to the provisions of North Carolina General Statute 147-64.6(c)(18). Schedule of Expenditures of Federal Awards We have audited the financial statements of the governmental activities, the business-type activities, the aggregate discretely presented component units, each major fund, and the aggregate remaining fund information of the State of North Carolina, as of and for the year ended June 30, 2011, which collectively comprise the State s basic financial statements (not presented herein) and have issued our report thereon dated December 8, 2011. Our report includes a reference to other auditors. As discussed in Note 23 to the financial statements, the State of North Carolina implemented Governmental Accounting Standards Board Statement No. 54, Fund Balance Reporting and Governmental Fund Type Definitions, and Statement No. 59, Financial Instruments Omnibus, during the year ended June 30, 2011. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in 10
Government Auditing Standards, issued by the Comptroller General of the United States. Other auditors audited the financial statements of the North Carolina State Lottery Fund, the North Carolina Turnpike Authority, the North Carolina Housing Finance Agency, the State Education Assistance Authority, the University of North Carolina System University of North Carolina Health Care System Rex Healthcare, the Supplemental Retirement Income Plan of North Carolina, and the cash basis claims and benefits of North Carolina State Health Plan, as described in our report on the State of North Carolina s financial statements. The financial statements of the University of North Carolina System University of North Carolina Health Care System Rex Healthcare and the Supplemental Retirement Income Plan of North Carolina were not audited in accordance with Government Auditing Standards. As of the date of our report on the financial statements of the State of North Carolina, the financial statements of the State Education Assistance Authority were not audited in accordance with Government Auditing Standards; however, subsequent to that date, an audit in accordance with Government Auditing Standards was completed. Our audit was performed for the purpose of forming our opinions on the financial statements that collectively comprise the State of North Carolina s basic financial statements. The accompanying Schedule of Expenditures of Federal Awards is presented for purposes of additional analysis as required by OMB Circular A-133 and is not a required part of the basic financial statements. Such information has been subjected to the auditing procedures applied by us and the other auditors in the audit of the basic financial statements and, in our opinion, based on our audit and the report of other auditors, is fairly stated in all material respects in relation to the basic financial statements taken as a whole. The State of North Carolina s responses to the findings identified in our audit are described in the accompanying Schedule of Findings and Questioned Costs. We did not audit the State s responses and, accordingly, we express no opinion on them. This report is intended solely for the information and use of the Governor, the General Assembly, the State Controller, management and staff of organizations within the State of North Carolina reporting entity, and federal awarding agencies and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties. Beth A. Wood, CPA State Auditor March 9, 2012 (except as related to the Report on the Schedule of Expenditures of Federal Awards, as to which the date is December 8, 2011) 11
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SCHEDULE OF FINDINGS AND QUESTIONED COSTS I. Summary of Auditor s Results... 15 II. Financial Statement Findings... 19 Department of State Treasurer... 20 Department of Transportation... 21 III. Federal Award Findings and Questioned Costs... 23 10.553 School Breakfast Program... 24 10.555 National School Lunch Program... 26 10.556 Special Milk Program for Children... 28 10.557 Special Supplemental Nutrition Program for Women, Infants, and Children... 29 14.228 Community Development Block Grants / State s Program and Non-Entitlement Grants in Hawaii... 33 14.255 ARRA Community Development Block Grants / State s Program and Non-Entitlement Grants in Hawaii, Recovery Act Funded... 39 16.738 Edward Byrne Memorial Justice Assistance Grant Program... 41 16.803 ARRA Recovery Act - Edward Byrne Memorial Justice Assistance Grant (JAG) Program / Grants to States and Territories... 50 17.225 Unemployment Insurance... 57 17.258 WIA Adult Program... 61 17.259 WIA Youth Activities... 67 17.260 WIA Dislocated Workers... 68 17.278 WIA Dislocated Worker Formula Grants... 70 20.205 Highway Planning and Construction... 72 20.509 Formula Grants for Other than Urbanized Areas... 73 66.458 Capitalization Grants for Clean Water State Revolving Funds... 74 66.468 Capitalization Grants for Drinking Water State Revolving Funds... 77 81.042 Weatherization Assistance for Low-Income Persons... 78 84.010 Title I Grants to Local Educational Agencies... 84 84.027 Special Education Grants to States... 88 84.031 Higher Education Institutional Aid... 89 84.048 Career and Technical Education Basic Grants to States... 92 84.126 Rehabilitation Services Vocational Rehabilitation Grants to States... 96 84.173 Special Education Preschool Grants... 102 84.287 Twenty-First Century Community Learning Centers... 103 13
84.367 Improving Teacher Quality State Grants... 107 84.389 ARRA Title I Grants to Local Educational Agencies, Recovery Act... 109 84.390 ARRA Rehabilitation Services Vocational Rehabilitation Grants to States, Recovery Act... 112 84.391 ARRA Special Education Grants to States, Recovery Act... 113 84.392 ARRA Special Education Preschool Grants, Recovery Act... 114 84.394 ARRA State Fiscal Stabilization Fund (SFSF) Education State Grants, Recovery Act... 115 84.410 Education Jobs Fund... 120 93.268 Immunization Grants... 122 93.558 Temporary Assistance for Needy Families... 124 93.563 Child Support Enforcement... 127 93.568 Low-Income Home Energy Assistance... 132 93.575 Child Care and Development Block Grant... 134 93.596 Child Care Mandatory and Matching Funds of the Child Care and Development Fund... 137 93.658 Foster Care Title IV-E... 138 93.659 Adoption Assistance... 139 93.710 ARRA Community Services Block Grant... 141 93.712 ARRA Immunization... 143 93.713 ARRA Child Care and Development Block Grant... 144 93.714 ARRA Emergency Contingency Fund for Temporary Assistance for Needy Families (TANF) State Program... 145 93.716 ARRA Temporary Assistance for Needy Families (TANF) Supplement Grants... 147 93.767 Children s Health Insurance Program... 148 93.778 Medical Assistance Program... 153 93.959 Block Grants for Prevention and Treatment of Substance Abuse... 165 96.001 Social Security Disability Insurance... 169 Summary of Findings and Questioned Costs... 175 By Federal Agency... 176 By State Agency... 183 14
SCHEDULE OF FINDINGS AND QUESTIONED COSTS I. Summary of Auditor s Results Financial Statements Type of auditor s report issued? Unqualified Internal control over financial reporting: Material weaknesses identified? No Significant deficiencies identified that are not considered to be material weaknesses? Yes Noncompliance material to financial statements noted? No Federal Awards Internal control over major programs: Material weaknesses identified? Yes Significant deficiencies identified that are not considered to be material weaknesses? Type of auditor s report issued on compliance for major programs? Yes Unqualified for all major programs except for Special Supplemental Nutrition Program for Women, Infants, and Children; Community Development Block Grants / State s Program and Non- Entitlement Grants in Hawaii; ARRA Community Development Block Grants / State s Program and Non-Entitlement Grants in Hawaii, Recovery Act; Edward Byrne Memorial Justice Assistance Grant Program; ARRA Recovery Act - Edward Byrne Memorial Justice Assistance Grant (JAG) Program/Grants to States and Territories; Formula Grants for Other Than Urbanized Areas; Weatherization Assistance for Low-Income Persons; Twenty-First Century Community Learning Centers; ARRA State Fiscal Stabilization Fund (SFSF) Education State Grants, Recovery Act; Immunization Grants; Child Support Enforcement; Child Care and Development Block Grant; Child Care 15
SCHEDULE OF FINDINGS AND QUESTIONED COSTS I. Summary of Auditor s Results Mandatory and Matching Funds of the Child Care and Development Fund; Foster Care Title IV-E; Adoption Assistance; ARRA Community Services Block Grant; ARRA Immunization; ARRA Child Care and Development Block Grant; Children s Health Insurance Program; and Block Grants for Prevention and Treatment of Substance Abuse which is qualified. Any audit findings disclosed that are required to be reported in accordance with section 510(a) of Circular A-133? Identification of major programs: Yes CFDA Number AGEC CCDF CHNC CSBG DISI EMPS HPCC IMMC JAGC MEDC SCPC SPED SFSF SNAP TANF TIPA VRHC WIAC Aging Cluster CCDF Cluster Child Nutrition Cluster CSBG Cluster Disability Insurance/SSI Cluster Employment Service Cluster Name of Federal Program or Cluster Highway Planning and Construction Cluster Immunization Cluster JAG Program Cluster Medicaid Cluster CDBG State-Administered Small Cities Program Cluster Special Education Cluster (IDEA) State Fiscal Stabilization Fund Cluster Supplemental Nutrition Assistance Program (SNAP) Cluster TANF Cluster Title I, Part A Cluster Vocational Rehabilitation Cluster WIA Cluster 10.557 Special Supplemental Nutrition Program for Women, Infants, and Children 10.558 Child and Adult Care Food Program 16
SCHEDULE OF FINDINGS AND QUESTIONED COSTS I. Summary of Auditor s Results CFDA Number 17.225 Unemployment Insurance Name of Federal Program or Cluster (continued) 20.509 Formula Grants for Other Than Urbanized Areas 66.458 Capitalization Grants for Clean Water State Revolving Funds 66.468 Capitalization Grants for Drinking Water State Revolving Funds 81.042 Weatherization Assistance for Low-Income Persons 84.031 Higher Education Institutional Aid 84.048 Career and Technical Education Basic Grants to States 84.287 Twenty-First Century Community Learning Centers 84.367 Improving Teacher Quality State Grants 84.410 Education Jobs Fund 93.563 Child Support Enforcement 93.568 Low-Income Home Energy Assistance 93.658 Foster Care Title IV-E 93.659 Adoption Assistance 93.767 Children's Health Insurance Program 93.959 Block Grants for Prevention and Treatment of Substance Abuse Dollar threshold used to distinguish between type A and type B programs? $ 36,983,532 Auditee qualified as low-risk auditee? No 17
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SCHEDULE OF FINDINGS AND QUESTIONED COSTS II. Financial Statement Findings The following findings and recommendations resulted from our audit of the basic financial statements of the State of North Carolina. Each finding is referenced with a two-digit number representing the fiscal year, a FS to indicate that it is a financial statement finding, and a sequential number. Each finding is also categorized by type as described below: Prior Year Finding A finding presented in the prior year Single Audit Report that affected the current year audit of the basic financial statements. Category of Internal Control Weakness If the finding represents a current year weakness in internal control, one of the following designations will appear: Significant Deficiency A deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance. Material Weakness A deficiency, or a combination of deficiencies, in internal control such that there is a reasonable possibility that a material misstatement of the State s financial statements will not be prevented, or detected and corrected on a timely basis. Category of Noncompliance If the finding represents a current year instance of noncompliance, a designation of reportable noncompliance will appear. Reportable Noncompliance includes the following: Fraud or illegal acts (violations of a laws or regulations) that have an effect on the financial statements that is more than inconsequential; Violations of provisions of contracts or grant agreements that have a material effect on the determination of financial statement amounts or other financial data significant to the audit, and Abuse that is material, either quantitatively or qualitatively. Abuse involves behavior that is deficient or improper when compared with behavior that a prudent person would consider reasonable and necessary business practice given the facts and circumstances. Abuse also includes misuse of authority or position for personal financial interests or those of an immediate or close family member or business associate. Abuse does not necessarily involve fraud or violations of laws, regulations, or provisions of contracts or grant agreements. 19
DEPARTMENT OF STATE TREASURER II. Financial Statement Findings 11-FS-1 Type of Finding Significant Deficiency Findings and Recommendations Deficiency in Internal Control Over the Completeness of Note Disclosures The Department of State Treasurer does not have sufficient procedures in place to ensure that all required disclosures are included in the financial statement information provided to the Office of the State Controller. The Department did not include a required investment risk disclosure in its financial statement information, which was corrected as a result of our audit. Without this correction, the disclosures in the State s Comprehensive Annual Financial Report (CAFR) would have been incomplete and could have been misleading to readers. Under North Carolina General Statutes 143B-426.40H and 143D-7, it is the Department s responsibility to have controls in place to ensure the annual financial information presented to the Office of State Controller for inclusion in the State s CAFR is materially correct and in accordance with generally accepted accounting principles. These accounting standards include a requirement to disclose investments in one issuer that represent 5% or more of total investments. We found that at June 30, 2011 the Department held over $5 billion of investments in the Federal National Mortgage Association, which represents approximately 6% of the investment pool s total investments. In the prior year, no investments in one issuer exceeded the 5% disclosure threshold, thus no such disclosure was required. Required investment disclosures are voluminous and complex, and the Department accurately prepared the disclosures that are typically necessary. However, the Department did not add the investment concentration disclosure when the percentage of holdings increased beyond the reporting threshold. Internal controls should be designed to identify and adjust for such situations. Recommendation: The Department should enhance its internal control procedures to ensure the financial disclosures it provides to the Office of the State Controller for inclusion in the State s CAFR are complete. One possible internal control to consider is using a disclosure checklist as a reminder to consider all of the disclosures that may be needed. Agency Response: The State Treasurer agrees with the assessment that a proper system of internal controls should be in place in order to ensure that the financial statement disclosures in the CAFR are complete. For the fiscal year 2012, a disclosure checklist will be used to incorporate all possible disclosures to be made per Governmental Accounting Standards. This will identify missing disclosures in instances where the underlying facts change from year to year as they did in fiscal year 2011. 20
DEPARTMENT OF TRANSPORTATION II. Financial Statement Findings 11-FS-2 Type of Finding Prior Year Finding Significant Deficiency Payroll Time Entries Not Verified Findings and Recommendations The Department s control procedures to ensure the accuracy of payroll time entries are not being followed. As a result, there is an increased risk of improper payroll payments. Reports are produced from the payroll system to ensure that the time entered in the payroll system is complete and accurate. One report (ZCAPS) is used to check for completeness by identifying any employee whose time has not been entered for the pay period. The Department s policy states that a copy of this report should be printed, initialed, dated, and retained. In our sample of 60 employees, we noted the following related to this report: Twenty-nine instances where the time validation report was not initialed to confirm that all employees time had been entered. Two instances where the payroll reports were not printed, initialed, dated, or retained. Another report (ZHPAY) is run after all employees time has been entered in the payroll system. The Department s policy requires the hours on this report to be agreed to each employee s timesheet to ensure that each employee s time was entered correctly in the payroll system. The policy also states that a copy of this report should be printed, initialed, dated, and retained along with original timesheets. In our sample of 60 employees, we noted the following related to this report: Six instances where the payroll reports were not initialed or dated to confirm that the accuracy of time entry was checked. Ten instances where the payroll reports were not dated to confirm when the accuracy of the time entry was verified. One instance where the payroll report was not approved in a timely manner. The report was approved on June 14, 2011 for the pay period ending October 15, 2010. One instance where the timesheet showed an employee had worked 40 hours but the time entered in the system was 43 hours, thereby allowing the employee to receive three hours of compensatory time for hours not worked. Aspects of this finding have been reported for three consecutive years. 21
DEPARTMENT OF TRANSPORTATION (continued) II. Financial Statement Findings Type of Finding Findings and Recommendations Recommendation: The Department should ensure that policies and procedures regarding time entry and approval are followed to ensure that time entered into the payroll system is properly verified. Agency Response: DOT s Office of Inspector General will conduct an internal review of time entry processes prior to the end of the fiscal year. The business areas identified in the audit finding were contacted to discuss the specific issues noted in the audit. They discussed the proper internal controls that must be followed. DOT has developed an on-line course that all time keepers and paymasters will be asked to take each year. This tool will provide an effective reminder of the controls that must be followed. Fiscal staff will send quarterly e-mail reminders to time entry and paymasters to reinforce the steps that should be followed. The audit finding and corrective action plan will be sent to all senior management levels to ask for their assistance in communicating the importance of following appropriate internal controls. 22
SCHEDULE OF FINDINGS AND QUESTIONED COSTS III. Federal Award Findings and Questioned Costs The following findings, recommendations, and questioned costs are the results of the single audit of the State of North Carolina for the fiscal year ended June 30, 2011. Each finding is referenced with a two-digit number representing the fiscal year audited, a SA to indicate that it is a single audit finding, and a sequential number. The findings are presented by federal program and are classified according to federal and state department, type of compliance requirement, category of internal control weakness, and category of noncompliance. Findings included in this section are related to major programs. Category of Internal Control Weakness If the finding represents a weakness in internal control, one of the following designations will appear: Material Weakness A material weakness in internal control over compliance is a deficiency, or combination of deficiencies, in internal control over compliance, such that there is a reasonable possibility that material noncompliance with a type of compliance requirement of a federal program will not be prevented, or detected and corrected, on a timely basis. Significant Deficiency A significant deficiency in internal control over compliance is a deficiency, or a combination of deficiencies, in internal control over compliance with a type of compliance requirement of a federal program that is less severe than a material weakness in internal control over compliance, yet important enough to merit attention by those charged with governance. Category of Noncompliance Findings If the finding represents an instance of noncompliance, one of the following designations will appear: Material Noncompliance A finding related to a major federal program which discusses conditions representing noncompliance with federal laws, regulations, contracts, or grants, the effects of which have a material effect in relation to a type of compliance requirement or audit objective identified in OMB Circular A-133 Compliance Supplement. Questioned Cost Finding A finding which discusses known or likely questioned costs that are greater than $10,000 for a type of compliance requirement, unless the conditions giving rise to the questioned costs are otherwise reported as a material noncompliance finding. 23
10.553 SCHOOL BREAKFAST PROGRAM III. Federal Award Findings and Questioned Costs U.S. Department of Agriculture N.C. Department of Public Instruction 11-SA-1 Type of Finding/ Questioned Costs Subrecipient Monitoring: Significant Deficiency Findings and Recommendations Management Decisions Not Issued to Subrecipients for Significant Deficiency Findings The Department did not issue management decisions to its subrecipients for significant deficiency findings as required by OMB Circular A-133. Management decisions are required to clearly state whether the audit finding is sustained, the reasons for the decision, and the expected auditee action. Without formal management decisions, the subrecipients cannot clearly demonstrate to their auditors or others that the prior audit findings have been resolved and that the corrective action taken was accepted. In prior years, the Department did not issue formal management decisions on any type subrecipient audit finding. In an effort to correct the issue, the Department began issuing management decisions on material findings. However, the requirement for management decisions applies to significant findings as well. We examined 58 audit reports for subrecipients that expended $500,000 or more in federal awards and noted that 18 subrecipients had significant deficiency findings related to federal awards. The Department did not issue formal management decisions on those audit findings. OMB Circular A-133 requires a pass-through agency to issue a management decision on audit findings within six months after receipt of the subrecipient s audit report and ensure that the subrecipient takes appropriate and timely corrective action. Federal Award Information: This finding impacts these federal programs: a. School Breakfast Program, National School Lunch Program, and Special Milk Program for Children: Federal funding Period October 1, 2009 - September 30, 2010 (5NC300327). b. Title I Grants to Local Education Agencies: Federal funding period July 1, 2009 - September 30, 2010 (S010A090033A). c. Title I Grants to Local Education Agencies, Recovery Act: Federal funding period February 17, 2009 - September 30, 2010 (S389A090033). d. Special Education - Grants to States: Federal funding period July 1, 2009 - September 30, 20010 (H027A090092A). 24
10.553 SCHOOL BREAKFAST PROGRAM (continued) III. Federal Award Findings and Questioned Costs U.S. Department of Agriculture N.C. Department of Public Instruction Type of Finding/ Questioned Costs Findings and Recommendations e. Special Education - Preschool Grants: Federal funding periods July 1, 2009 - September 30, 2010 (H173A090096). f. Special Education Grants to States, Recovery Act: Federal funding period February 17, 2009 - September 30, 2010 (H391A090092A). g. Special Education - Preschool Grants, Recovery Act: Federal funding period February 17, 2009 - September 30, 2010 (H392A090096A). h. Career and Technical Education - Basic Grant to States: Federal funding period July 1, 2009 September 30, 2010 (V048A090033A). i. Improving Teacher Quality State Grants: Federal funding period July 1, 2009 - September 30, 2010 (S367A090032A). j. State Fiscal Stabilization Fund - Education State Grant, Recovery Act: Federal funding period May 20, 2009 - September 30, 2010 (S394A090034). Recommendation: The Department should comply with federal regulations by issuing a management decision on all reportable audit findings to its subrecipients within six months after receipt of the audit report. Agency Response: Previously, the Department only issued formal management decisions to subrecipients on material findings. The Department now issues formal management decisions on all audit findings to all subrecipients within six months after receipt of the audit report. 25
10.555 NATIONAL SCHOOL LUNCH PROGRAM III. Federal Award Findings and Questioned Costs U.S. Department of Agriculture N.C. Department of Public Instruction 11-SA-2 Type of Finding/ Questioned Costs Subrecipient Monitoring: Significant Deficiency Findings and Recommendations Management Decisions Not Issued to Subrecipients for Significant Deficiency Findings The Department did not issue management decisions to its subrecipients for significant deficiency findings as required by OMB Circular A-133. Management decisions are required to clearly state whether the audit finding is sustained, the reasons for the decision, and the expected auditee action. Without formal management decisions, the subrecipients cannot clearly demonstrate to their auditors or others that the prior audit findings have been resolved and that the corrective action taken was accepted. See finding 11-SA-1 for a description. 11-SA-3 Subrecipient Monitoring: Significant Deficiency Inadequate Monitoring of Subrecipients for the State Revenue Match The Department did not adequately monitor subrecipients of the National School Lunch Program (NSLP) to ensure subrecipients used state revenue matching funds for authorized purposes. As a result, there is an increased risk that the state revenue matching funds could be used for unallowable program activities. The Department provided NSLP subrecipients approximately $7 million in state funds to comply with the federal matching requirement. The Department compared summary level expenditures reported by the subrecipients to allowable account codes for the state revenue match. However, it did not review supporting documentation of the reported expenditures to determine whether individual transactions were coded correctly. During the audit period, the Department developed procedures to review supporting documentation of the state revenue match during on-site visits. However, these procedures were not implemented during the audit period. OMB Circular A-133 requires pass-through entities to monitor the activities of subrecipients as necessary to ensure that federal awards are used for authorized purposes in compliance with laws, regulations, and the provisions of contracts or grant agreements and that performance goals are achieved. Expenditures should be for allowable activities in order to qualify as matching funds. Federal Award Information: This finding impacts federal funding periods October 1, 2009 - September 30, 2010 and October 1, 2010 - September 30, 2011 (5NC300327). 26